Summary
This guide provides best practices for organizing and managing digital content in MediaSpace, ensuring it remains structured, searchable, and properly categorized. It covers essential topics such as tagging, naming conventions, descriptions, playlists, channels, and galleries, while also incorporating key workflow recommendations from the Mines IT MediaSpace SOP. By following these guidelines, users can enhance content discoverability, streamline categorization, and optimize the use of MediaSpac
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Introduction
Effective knowledge management in MediaSpace ensures that digital assets are well-organized, easy to find, and properly categorized. This guide outlines best practices for tagging, naming conventions, descriptions, playlists, channels, and galleries to optimize user experience and content retrieval.
Tags
Tags are essential for categorizing content and improving searchability. Follow these best practices when applying tags:
- Use consistent and relevant keywords that describe the content.
- Include common variations or synonyms of key terms (e.g., "lecture," "class session").
- Avoid overly broad tags (e.g., "video") or unnecessary repetition.
- Ensure department- or course-specific tags are standardized.
- Limit tags to 5–10 per video to maintain clarity and relevance.
Naming Conventions
A clear and structured naming convention enhances content discoverability and prevents duplication.
- Standard Format:
- [Topic] [Course/Project] [Department] [Date]
- Example: Introduction To Python, CSCI101, Mines Online, 03-15-2025
- Avoid generic names like "Lecture1" or "Video2."
- Include the date in MM-DD-YYYY format to track versions.
- Ensure names are concise yet descriptive.
Descriptions
Descriptions provide additional context to help users understand the content before viewing.
- Begin with a brief summary of the video.
- List key topics covered.
- Include speaker names and affiliations if applicable.
- Provide relevant links or additional resources.
- If applicable, mention prerequisites or related videos.
- Example: "This video provides an introduction to Python programming, covering basic syntax, variables, and data types. Presented by Prof. Jane Doe, Mines CS Department. Related resources: [link to additional resources]."
Playlists
Playlists allow for logical grouping of related videos, making it easier for users to navigate sequential content.
- Group videos by topic, course module, or training series, etc.
- Keep playlists focused on essential videos for optimal user engagement.
- Order videos logically (e.g., beginner to advanced topics, Week 01 lecture to Week 16 lecture).
- Ensure playlist titles are clear and descriptive (e.g., "CSCI101: Python").
- Use consistent formatting across all playlists.
Channels
Channels act as containers for content organized by department, project, or function.
- Create channels based on department, team, or project needs.
- Assign clear ownership on the channel.
- Use naming conventions similar to videos (e.g., CSCI101 Introduction to Computer Science).
- Encourage users to subscribe to relevant channels for updates.
- Maintain and periodically evaluate channels for outdated or irrelevant content.
Metadata Selections
Filling out metadata forms is essential to organizing content.
- You should fill in details about your media content, including your file name and description, ownership (creators), and tags if you wish to use them.
- You also can select a copyright status and license agreement from the dropdowns shown below.
- It is especially important that you select your Academic Department, Interdisciplinary Program, or Campus Office (Administrative Unit) when uploading content.
- If you select shift on a departmental dropdown, you can select more than one department if needed, and you have the option to select "Other" if your department is not listed.
Metadata Fields
Metadata Field Explanations
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Name (Required) – Provide a clear and concise title that accurately reflects the content of the video. Avoid generic names like "Lecture 1" or "Presentation" and instead use specific details (e.g., "Intro to Machine Learning – Week 1").
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Description – Write a brief summary of the video’s content. Include key topics, presenters, and any relevant context to help viewers understand its purpose.
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Tags – Add relevant keywords separated by commas to improve searchability (e.g., "data science, machine learning, AI, Python, research").
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Creators – List the names of the primary contributors, such as the presenter, instructor, or video creator.
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Copyright – Indicate the general copyright ownership, such as "In copyright" or "Public Domain" or "Copyright not Evaluated"
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License Agreement – If applicable, specify a general license type, such as "Creative Commons Attribution" or "Public Domain."
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Academic Department – Select the department associated with the content (e.g., Computer Science, Mechanical Engineering, Civil Engineering).
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Interdisciplinary Program – If the content is tied to an interdisciplinary program, specify it (e.g., Data Science, Nuclear Engineering, Robotics).
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Campus Offices – If the video is affiliated with a campus office, list it (e.g., Athletics, The HIVE, Career Center).
Galleries
Galleries are top-level collections of videos for major departments and business units on campus (e.g., Computer Science, Arthur Lakes Library, Information Technology, etc.).
- Organize galleries based on Departments or Business Units.
- Set appropriate access levels (public, department-only, restricted).
- Ensure videos in galleries are well-tagged and categorized.
Summary
By following these best practices, users can ensure that content within MediaSpace remains structured, searchable, and easy to manage. A well-organized system reduces redundancy, improves knowledge sharing, and enhances user experience across departments and teams.